Minnesota Supplier Systems #2000018814

Minnesota MDVA North Spring Conference venue, lodging, catering, and meeting support

Minnesota is seeking a conference venue and related lodging, catering, meeting equipment, and support services near Bemidji for its North Spring Conference. - Government buyer: State of Minnesota, Department of Veterans Affairs (MDVA); office details include MDVA Central Office Finance and the Director of Veterans Services. - OEMs and vendors: No OEMs, suppliers, or contractor vendors are named in the materials. - Venue and meeting setup: Provide a clean, well-maintained Minnesota facility within 15 miles of Bemidji Regional Airport. Set up classroom seating for 80 attendees, tables for 20 staff, and seating for up to 100; include an instructor table, podium, Wi-Fi, and the requested audiovisual equipment. - Equipment quantities: 2 projectors with wireless presenters, 2 large screens, 3 podium microphones, and 3 portable wireless microphones. No part numbers or manufacturers are specified. - Lodging: Estimated requirement is 42 single-occupancy rooms and 8 suites or condos, for 50 rooms total. Room counts and attendance are estimates, with no guaranteed minimum. - Catering: Provide morning breaks for 100 attendees on 2 occasions, afternoon breaks for 100 on 2 occasions, one buffet lunch for 110, and all-day beverage service for approximately 100 across 3 service periods. Beverage options include coffee, water, tea, and soda. - Other services: Provide parking and state available spaces and per-car pricing. If lodging, meeting facilities, and parking are more than one-quarter mile apart, provide shuttle service at no cost or quote a per-attendee, per-day charge. Provide AV setup, testing before meeting activities, and troubleshooting support. - Notable commercial terms: Prices must remain firm if attendance is below estimates; the procurement does not guarantee minimum lodging or meal quantities.

Description

The State of Minnesota Department of Veterans Affairs is seeking a contract for its North Spring Conference, scheduled for March 2–4, 2027, for approximately 100 attendees. The contractor will provide conference facilities and related services, including lodging, meeting space, catering, and potentially shuttle service, as detailed in the solicitation attachments. The facility must be clean and well maintained and located within 15 miles of Bemidji Regional Airport. Attendance is an estimate only, and submitted prices are firm even if attendance is lower than estimated.

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